Q. "How do we handle I-9s and tax paperwork when rehiring preschool staff for a new school year?"

Answer:

While you can often reuse existing paperwork, the "three-year rule" is your best guide for staying compliant while honoring your staff's time.

When a teacher returns for a new season, your first step is to check the date on their original Form I-9. If it has been less than three years since they originally filled it out, you don't need a brand-new form; you can simply update "Supplement B" (formerly Section 3) to record the rehire date and verify that their work authorization is still current. However, if it has beenmore than three years, the law requires a completely fresh I-9.

From a stewardship perspective, some ministries choose to have every rehire complete a new I-9 and W-4 regardless of the timeline. This ensures the most current tax withholding information and prevents paperwork drift, where old documents no longer reflect a staff member's current life situation. For tax forms specifically, if an employee claims "Exempt" status, they are required by the IRS to submit a new W-4 by February 15th every single year.

Ensuring their records are accurate is a simple way to serve them well before they even step back into the classroom.

Wondering if all of your I-9s are compliant? Find out with an I-9 Audit!